CIVILIAN TRAVEL MANAGEMENT PROGRAM

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CIVILIAN TRAVEL MANAGEMENT PROGRAM Powered By Docstoc
					                                      Commandant                         2100 Second Street S. W.
                                      United States Coast Guard          Washington, DC 20593-0001
                                                                         (202) 267-1705



                                                                             COMDTINST 12570.4
                                                                                  14 MAR 1988
COMMANDANT INSTRUCTION 12570.4

Subj: Civilian Travel Management Program

Ref: (a) Department of Transportation Travel Manual, DOT 1500.6A
     (b) Federal Travel Regulations (FPMR 101-7/FPMR Bulletin A-40) NOTAL
     (c) COMDTINST 5000.5 (series), Foreign Travel

1. PURPOSE. This instruction establishes Coast Guard policies, procedures, and practices for
   setting travel entitlements and paying travel claims of civilian employees of the U. S. Coast
   Guard. This instruction covers travel and transportation expenses of civilian employees of the
   U. S. Coast Guard.

2. BACKGROUND. Civilian travel policies and entitlements are derived from Chapter 57 of 5
   U.S.C. 5701. The primary source of policy guidance for civilian travel management in the
   Coast Guard is reference (a) which is based on reference (b). Interpretations of entitlements are
   made by the Comptroller General of the United States (Comp. Gen.) and contained in both
   published and unpublished decisions issued by the office of the Comp. Gen. summaries of
   decisions are published in the Civilian Personnel Law Manual published by the Office of the
   General Counsel, U. S. General Accounting Office and available from the Superintendent of
   Documents.

3. DISCUSSION.

   a. Nature of Civilian Travel Entitlements. Travel entitlements are diverse, complex, and
      dynamic; changes occur frequently and at times on short notice. Changes in civilian travel
      policy, programs, and entitlements may occur for many reasons, including: new legislation,
      decisions issued by the Comptroller General of the United States, and revisions to reference
      (b) issued by the General Services Administration.
 COMDTINST 12570.4
14 MAR 1988

3. b. Need for Prompt Dissemination of Travel Guidance. There is a need, therefore, for quickly
      disseminating information on civilian travel policy and practices to personnel with a need
      for such information. The audience for this information is as diverse as civilian travel
      entitlements themselves and includes: officials responsible for management of command
      civilian travel programs, employees who travel, their supervisors and travel authorizing
      officials, personnel involved in preparation of travel authorizations (orders), budget
      officials, and those responsible for processing and paying travel claims (e.g., Authorized
      Certifying Officer (ACO)).

   c. Sources of Civilian Travel Information and Guidance. The following are sources of
      information and guidance which are to be used to determine travel and transportation
      entitlements of Coast Guard civilian employees:

       (1) General Guidance on Civilian Travel. Overall guidance on civilian travel entitlements
           is contained in reference (a) which is composed of the following:

              (a)   DOT O 1500.6A      dtd.   2 JAN 85
              (b)   CH-l               dtd. 13 MAR 87
              (c)   CH-2               dtd. 29 JUL 87
              (d)   CH-3               dtd. 6 NOV 87

          This guidance has been further supplemented by Supplements 23 and 24 to reference
          (b). These supplements contain substantial modifications to the entitlements contained
          in reference (a) for CONUS travel on or after 1 August 1987. Copies have been
          provided to civilian personnel officers, civilian personnel liaisons, and ACO's.

       (2) Standardized Regulations (Government Civilians, Foreign Areas)(SR). The SR,
           published by the U. S. Department of State contains guidance on travel and
           transportation entitlements for foreign travel and locality rates. Reference (c) contains
           Commandant policy and procedures for Coast Guard foreign travel of Coast Guard
           personnel (both military and civilian).

       (3) Civilian Personnel Per Diem Bulletins (Per Diem Committee Bulletins). Per Diem
           Committee Bulletins, published by the Per Diem, Travel and Transportation
           Allowance Committee of the U. S. Department of Defense contain locality rates for
           travel that is non foreign and outside CONUS or, "OCONUS" travel (i.e., Alaska,
           Hawaii, Puerto Rico, and the territories and possessions of the
           United States).



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                                                                             COMDTINST 12570.4
                                                                                  14 MAR 1988

3. c (4) The Federal Travel Directory (FTD). The FTD, published on a monthly basis by the
          General Services Administration, contains domestic, international, and contract air and
          AMTRAK schedules and rates, rental car and ground transportation information.
          Effective January 1988, the FTD has been expanded to include hotel and motel rates
          Currently found in the Federal Hotel/Motel Discount Directory, CONUS, OCONUS,
          and foreign per diem locality rates and some foreign hotel data.

       (5) The Joint Federal Travel Regulations (JFTR). Coast Guard civilian employee travel
           entitlements are not subject to the JFTR issued by the Department of Defense; however,
           some Coast Guard commands are authorized to use DOD forms, administrative claims
           processing practices and other procedures in lieu of those prescribed in reference (a).
           In no case, however, is the JFTR to be used to determine civilian travel entitlements.

       (6) Coast Guard Personnel Manual (COMDTINST M1000.6 (Series)). COMDTINST
           M1000.6 contains instructions on numbering certain types of civilian travel orders (i.e.,
           permanent change of station).

4. DELEGATION OF CIVILIAN TRAVEL AUTHORITY.

   a. Civilian Travel in General. The Commandant (G-C) is delegated the authority to authorize
      civilian travel subject to the limitations in Chapter 2-2 of reference (a).

   b. Area and district commanders, commanders of maintenance and logistics commands, unit
      commanding officers, and chiefs of offices and staff divisions in Headquarters. Area and
      district commanders, commanders of maintenance and logistics commands, unit
      commanding officers, and chiefs of offices and special staff divisions in Headquarters are
      delegated the authority to authorize travel for civilians within their command. The authority
      to approve travel for subordinates may be redelegated consistent with effective management
      and the provisions of reference (a) and this instruction.

   c. Foreign Travel. Reference (a) establishes delegations and reservations of authority and
      reporting requirements for foreign travel by all Department of Transportation personnel.
      Reference (c) establishes policy and procedures for foreign travel of Coast Guard members
      and employees.

   d. Permanent Change of Station (PCS) Travel. Authority to approve civilian PCS travel for
      employees within or relocating to their commands is delegated to:

       (1) Commander, Maintenance and Logistics Command (Atlantic (mpc));

       (2) Commander, Maintenance and Logistics Command (Pacific (mpc));

       (3) Commanding Officer, Coast Guard Yard; and

       (4) Chief, Headquarters Civilian Personnel Branch (Commandant (G-CAS-5)).
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 COMDTINST 12570.4
 14 MAR 1988

4. e. First Class Travel. Authority to authorize first class travel of civilian employees is reserved
       to Commandant (G-C). Requests for first class travel of civilian employees should be
       submitted via Commandant (G-P-1/1).

   f. Actual Subsistence Expense Travel. Authority to approve actual subsistence travel in
       consonance with reference (a) is delegated to area and district commanders, commanders of
       maintenance and logistics commands, unit commanding officers, and chiefs of offices and
       special staff divisions in Headquarters. This authority may be redelegated but no lower than
       one level.

   g. Non employee (Invitational) Travel. Authority to approve invitational travel is reserved to
      Commandant (G-C) except for pre employment interview travel, as described in paragraph
      2-0203c of reference (a), and the following for which the Deputy Secretary of
      Transportation has approved redelegation to Commandant (G-P):

       (1) Participants in Family Support Programs Ombudsman Training;

       (2) Members of the Coast Guard Academy Advisory Committee;

       (3) Members of the National Boating Safety Advisory Council;

       (4) Lecturers and Instructors at National Boating SafetyCourses; and

       (5) Members of the Rules of the Road Advisory Council.

5. RESPONSIBILITIES.

   a. Area and district commanders, commanders of maintenance and logistics commands, unit
      commanding officers, and chiefs of offices and special staff divisions in Headquarters.
      Area and district commanders, commanders of maintenance and logistics commands, unit
      commanding officers, and chiefs of offices and special staff divisions in Headquarters are
      responsible for managing the civilian travel program in their commands and monitoring the
      effectiveness with which officials to whom they redelegate travel approving authority
      carry out their responsibilities.

   b. Commandant (G-P). Commandant (G-P) is responsible for overall management of the Coast
      Guard travel program.

   c. Commandant (G-PC). Commandant (G-PC) is responsible for management of the Coast
      Guard civilian travel program; establishing and interpreting Coast Guard civilian travel
      Policy and providing guidance on civilian travel policy and entitlements.

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                                                                             COMDTINST 12570.4
                                                                                  14 MAR 1988

5. d. Travel Approving Officials. Officials with authority to approve civilian travel are
      responsible for:

       (1) Authorizing only travel necessary to accomplish the mission of the Coast Guard in an
           effective and economical manner;

       (2) Authorize itineraries and travel expenses which will most effectively serve mission
           requirements consistent with economy in the expenditure of appropriated funds.

       (3) Monitoring travel of personnel for whom they authorize travel and reviewing travel
           claims for appropriateness of items and amounts;

   e. Employees. Employees are responsible for:

       (1) Exercising the same care in making arrangements and incurring expenses for official
           travel that a prudent person would exercise if traveling on personal business.
           Employees may be reimbursed only for those expenses necessary for the completion of
           official business.

       (2) Providing themselves with funds for official travel for which the Government will
           reimburse them. Reference (a) permits advances in most travel situations where
           authorized by law. Travelers should note that rates established by the General Services
           Administration and the Department of State may not fully reimburse them for all
           expenses incurred while in a travel status; they are expected to modify spending to
           minimize any out-of-pocket expense.

       (3) Prompt submission of accurate travel claims.

   f. Authorized Certify Officer (ACO) and Other Officials Responsible for Processing,
      Reviewing and Paying travel claims. ACO's and other officials who process, review, and
      approve travel claims are responsible for examining claims for accuracy, legality, and
      compliance with regulation and, as appropriate, certifying claims for payment.

6. ACTION. Area and district commanders, commanders of maintenance and logistics
   commands, unit commanding officers, and chiefs of offices and special staff divisions in
   Headquarters shall assure that the provisions of this instruction are implemented and that
   appropriate supervisory personnel and civilian employees are aware of its contents.


                                     /s/ T. T. MATTESOM
                                    Chief, Office of Personnel

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